| Term | Definition | ||||||||||||||
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| Alt Payee | An alternate payee established on an award. This is not used by the Service. | ||||||||||||||
| Application for Federal Assistance (AFA) | The standard OMB form, Application for Federal Assistance (SF-424, AFA) used to submit a request for grant funding. It is used as the cover sheet and several additional documents are usually required | ||||||||||||||
| Apportionment | Federal budget process which distributes the Wildlife and Sport Fish Restoration funds collected by U.S. Treasury to the states based on the formulas in the Acts. The apportionment is available to the state for obligation for two years. | ||||||||||||||
| ASAP | The Automated Standard Application for Payments (ASAP), is a secure, web-based all electronic payment and information application that allows recipients of financial assistance to request and receive payments. ASAP is a U.S. Treasury system that is provided at no charge to Federal agencies or their recipients. | ||||||||||||||
| ASAP Account Number | An 20-digit number assigned to an account in ASAP for each award line. The account number is the award number, line number and a portion of the Service's internal accounting code. Please contact your Regional WSFR Financial Specialist for assistance ASAP account numbers and to determine which grant program/subprogram is tied to each ASAP account number. It may also be important to determine which accounts should be drawdown first or how drawdowns should be split between accounts. | ||||||||||||||
| ASAP ID | The ASAP ID is a unique 7-digit number assigned to an organization that will receive funds via U.S. Treasury's ASAP system. The ASAP ID is linked directly with the recipient number in FBMS. The organization's information in ASAP should match the organization's information in SAM.gov (and FBMS). There is one ASAP ID for each combination DUNS and EIN. | ||||||||||||||
| Award Description | This is the title of the award entered in FBMS by Regional WSFR Financial staff. The title will contain a concise description of the project. | ||||||||||||||
| Award Number | The award number is the 10-digit alphanumeric number assigned to a grant by the Service’s Financial Business Management System (FBMS) PRISM (grants management module) system. The award number is provided to the State in the award letter. The 10 digits represent: 1st digit F = U.S. Fish and Wildlife Service grant 2-3 digits = Federal Fiscal Year grant setup in FBMS system (e.g. 15 represents Federal Fiscal Year 2015) 4-5 digits AF = Formula grants (all grants in Subsidiary Ledger Detail Report are formula grants subject to safety margin accounting). Non-formula grants (AP) should not appear in the Subsidiary Ledger Detail Report. 6-10 digits A sequential five digit number assigned by FBMS PRISM system (Note: Regional Offices have no control over number assignment). | ||||||||||||||
| Award Period of Performance End | Period of performance means the time during which the non-Federal entity may incur new obligations to carry out the work authorized under the Federal award. The Federal awarding agency or pass-through entity must include start and end dates of the period of performance in the Federal award (see §§200.210 Information contained in a Federal award paragraph (a)(5) and 200.331 Requirements for pass-through entities, paragraph (a)(1)(iv)). | ||||||||||||||
| Award Period of Performance Start | Period of performance means the time during which the non-Federal entity may incur new obligations to carry out the work authorized under the Federal award. The Federal awarding agency or pass-through entity must include start and end dates of the period of performance in the Federal award (see §§200.210 Information contained in a Federal award paragraph (a)(5) and 200.331 Requirements for pass-through entities, paragraph (a)(1)(iv)). | ||||||||||||||
| Carryover Funds | Apportioned funds not obligated during the first year of availability and carried over into the next year to be made available to the State. Obligation of carryover funds do not count toward establishing a safety margin at year-end. | ||||||||||||||
| Current Year Apportionment | The total amount from the preliminary and final apportionments by grant program/subprogram for the current Federal Fiscal Year. The apportionments are initially entered in the grant program or “parent” account until transferred to subprograms or “child” accounts based on State request/need and to meet the requirements of the Acts. (e.g. an allowed transfer from Freshwater Aquatic Education (9511) to Freshwater Sport Fish Restoration (9514)). The sum of the amounts in the grant program/subprograms should equal the approved apportionment. | ||||||||||||||
| De-obligation | Reducing the amount of funds obligated to a grant. This can represent 1) grant fund reductions requested in a SF-424 Revision; 2) unused grant funds upon grant closure; or 3) correction of an error (over-obligation). Grant closure happens after the Service has reviewed the State’s Final Federal Financial Report (FFR or SF-425) and reconciles the report with FBMS and ASAP. | ||||||||||||||
| Drawdowns | Payments or funds disbursed using U.S. Treasury's ASAP system. | ||||||||||||||
| DUNS number | Data Universal Numbering System number is a nine-digit identification number provided by Dun & Bradstreet. It is required to apply for Federal grants and cooperative agreements except for individuals that are not sole proprietors. | ||||||||||||||
| Extension | A period of time approved by the Service to change the due date of an interim or final performance or financial report in accordance with the Award Letter terms and conditions, Service Manual Policy, and 2 CFR 200 requirements. | ||||||||||||||
| FBMS | The Financial and Business Management System (FBMS) is the Department of Interior enterprise financial system implemented and rolled out to all Department Bureaus. The core system is mySAP, with complementary packages (e.g., PRISM,) and interfaces to other systems (e.g., Treasury's ASAP). | ||||||||||||||
| Federal Fiscal Year | The Federal Fiscal Year (FFY) is the financial period sometimes referred to as a budget year, is a period used for calculating annual financial statements. The Federal Fiscal Year is October 1 through September 30. | ||||||||||||||
| FFY | The Federal Fiscal Year (FFY) is the financial period sometimes referred to as a budget year, is a period used for calculating annual financial statements. The Federal Fiscal Year is October 1 through September 30. | ||||||||||||||
| Grant | A grant is an award of financial assistance made by the Federal Government to an eligible grantee to carry out one or more approved projects. | ||||||||||||||
| Grant Program | A grant program is any one of the six main programs administered by WSFR. An account code is assigned to each grant program. The grant program is further divided into subprograms to track, monitor and manage the grants and requirements of the WSFR programs. The six grant programs are sometimes referred to as the "parent" grant program. The grant program is the level at which the initial apportionment is loaded and the safety margin is established. Each of the six main grant programs' account code ends in zero.
| ||||||||||||||
| Grant Program Name | The name of the grant program or subprogram. Examples: 9510 (Sport Fish Restoration grant program), 9511 (Freshwater Aquatic Resource Education subprogram), and 9514 (Freshwater Sport Fish Restoration subprogram). | ||||||||||||||
| Line Number | A line denotes an obligation of funds. Awards with multiple lines indicate the award has funding from more than one grant program or has multiple obligations posted on different dates. Each line of an award is established in ASAP as an account. It is important to understand when drawing down funds in ASAP which lines should be drawn down first. | ||||||||||||||
| Milestone Plan | A group of item numbers and descriptions assigned to an award to track interim and final performance and financial reports. Each item number designates a report to be tracked in FBMS. The item number will include an original report due date and a revised report due date for extensions which is calculated in accordance with the Award Letter terms and conditions, Service Manual Policy, and 2 CFR 200 requirements. | ||||||||||||||
| Obligation | Setting aside funds from the apportionment for costs to be incurred through an approved grant. Obligations during a given year are limited to the amount of apportioned funds available. | ||||||||||||||
| Payment | Funds disbursed for an approved grant award. The Service disburses funds using U.S. Treasury's ASAP system. Payments may also be referred to as drawdowns. | ||||||||||||||
| Recipient Name | The name of the organization as registered in SAM.gov. This is associated with the Recipient Number in FBMS. | ||||||||||||||
| Recipient Number | The recipient number is created by FBMS based on the DUNS and Cage Code combination as registered in SAM.gov for each organization. Awards are made to a specific organization's recipient number based on the DUNS and Cage Code provided by the applicant on the Application for Federal Assistance (SF-424). Note: Awards converted from the Service's previous financial system may not have been associated with a CCR/SAM registered DUNS. Awards associated with recipient numbers that do not have an active SAM/DUNS registration should not be modified and need to be closed. New awards should never be made to a recipient number that does not have an active SAM/DUNS registration. | ||||||||||||||
| Recoveries or Recovery | Funds that have been de-obligated or reduced on a grant and have passed through the State’s applicable grant program safety margin (for grant programs 5220, 5620, 5720, 9510, and 9520) and are returned to the State’s grant program balance for subsequent obligation on future grants. | ||||||||||||||
| Reversion or Reverted | Apportioned grant funds that are returned due to one of the following; the apportionment was not fully obligated within the period of availability or funds de-obligated from a grant did not pass through the established safety margin for that specific grant program. Depending on the grant program funds are either returned to the U.S. Fish and Wildlife Service or to the grant program to be re-apportioned to the eligible grantees. | ||||||||||||||
| Safety Margin | A process using the first-in first-out methodology to “age” deobligated grant funds. The purpose of the safety margin is to determine, if the deobligated funds are within their original period of availability without identifying the specific Federal fiscal year (FFY) they were apportioned to the State. The process identifies whether the funds remain within the period of availability and returned to the State for future obligation or outside the period of availability and reverted. A safety margin is established for each of the five main programs administered by WSFR at the end of each FFY (5230 Section 10 Hunter Education/Wildlife Restoration is one year funds and does not have a safety margin). For Grant Programs 5220, 5620, 5720, and 9510 the safety margin amount is established based on the amount of funds obligated from the current FFY’s apportionment. Obligations made from funds carried over from the previous year's apportionment are obligated prior to current FFY funds and do not contribute to the establishment of the current FFY safety margin. The amount of funds obligated from the current year apportionment becomes the FFY safety margin. For Grant Program 9520 the safety margin amount is established based on the sum of the last four years allocations to 9520, less the end of year unobligated balance. In subsequent FFYs, as award lines are deobligated the amount of funds is compared to the safety margin starting with the original year of obligation and each subsequent year's safety margin for the specific program. If the amount of de-obligated funds is less the safety margin the funds recover to the State to be oblgated on future awards. If the amount of funds is greater than the safety margin, the funds revert and are no longer available to the State. As the amount of deobligated funds clears each FFY safety margin, from the original year of apportionment through any subsequent years until the funds revert or carryover to the current year. | ||||||||||||||
| Subprogram | The subprogram is a function of one of the six main grant programs administered by WSFR. Grant programs are divided into subprograms to track, monitor and manage the grants and requirements of the WSFR programs. The six grant programs are sometimes referred to as the "parent" grant program. The subprogram is a "child" account of the grant program. | ||||||||||||||
| Transaction Date | The date an obligation, deobligation, or payment was posted in the FBMS. | ||||||||||||||
| Transaction Type | The field used in FBMS to identify an action on an award. The transaction types include obligation, deobligation, or payment. | ||||||||||||||
| Unobligated | Funds that have not been set aside for an approved grant. Funds remaining unobligated at the end of the Federal Fiscal Year may be carried over to the subsequent Federal Fiscal Year depending on the age of the funds. |
